Att F - Technical Proposal - RTPv2.docx
DOCX document 50 KB Posted
- Attached to
- ISPHN Med Repack and Preventative MaintenanceBid Documents State and local contract opportunity
- Solicitation number
- 26-86417
- Issued by
- Vanderburgh County, Indiana
About this file
This is a technical proposal template for RFP 26-86417 issued by the Indiana State Psychiatric Hospital Network (ISPHN) under the Indiana Department of Administration, soliciting comprehensive medication repackaging equipment maintenance and consumables services. The solicitation encompasses preventive maintenance, software license updates, staff training, and optional equipment replacement across four facilities: Evansville State Hospital, Madison State Hospital, Richmond State Hospital, and NeuroDiagnostic Institute, with potential expansion to Logansport State Hospital. The contract covers servicing of AutoPrint Plus medication packaging equipment, with annual consumables requirements of approximately 22 SUPERTHERM rolls, 12 SUPERCEL amber rolls, and 1 SUPERCEL red roll. Proposals are due August 31, 2026, with a pre-proposal conference scheduled for July 29, 2026. The contract term is six years (CY2027-CY2032) with one optional one-year renewal available. Key performance requirements include responding to all service requests within one business day, scheduling preventive maintenance within 30 business days, shipping consumables within five business days of order, resolving Priority 1 critical failures within 24 hours with telephonic diagnostics provided within two hours, conducting annual on-site facility visits per manufacturer guidelines, and delivering one day of on-site training per facility covering operational procedures and troubleshooting.
Pricing must be submitted as unit rates without cumulative annual amounts, with the State calculating final annual pricing aligned to the total bid amount in the IVOSB Subcontractor Commitment Form, and pricing must remain firm for a minimum of 180 days from award. A 3% Indiana Veteran Owned Small Business (IVOSB) subcontracting goal applies, with respondents themselves eligible for IVOSB certification. Contractor qualifications must include demonstrated AutoPrint servicing experience, authorization as a Pak-EDGE UD First Data Bank service provider, and proven consumables supply capability. All services must comply with Centers for Medicare and Medicaid Services (CMS) and Joint Commission requirements while supporting 24/7 facility operations. Evaluation criteria total 90-91 points across mandatory adherence (pass/fail), management assessment and quality (50 points), cost (30 points), Buy Indiana Initiative (5 points), and IVOSB commitment (5 points plus 1 possible bonus point). The State may conduct reference site visits, oral presentations, and best and final offer rounds during the evaluation period (target September-October 2026), and reserves the right to award to multiple respondents and extend pricing to other governmental bodies. Offerors must register with Indiana's Department of Administration Procurement Division and Secretary of State prior to or at contract execution and submit all proposal components through the State's electronic Supplier Portal.
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Text version
ATT F: TECHNICAL PROPOSAL
RFP 26-86417; MED REPACK AND PREVENTATIVE MAINTENANCE
Instructions: Please supply all requested information in the areas shaded yellow and indicate any attachments that have been included to support your responses.
General Requirements and Definitions
1. Please list any additional terms and definitions used by your company or industry that you would like the State to consider incorporating in the contract. The State will not accept terms and definitions introduced after award during contract finalization and implementation.
2. Please confirm you have carefully reviewed all requirements listed in RFP Section 1.4. Should your company have any exceptions, substitutions, or conditions for the State’s consideration, please list them below. The State will not accept exceptions, substitutions, or conditions introduced after award, during contract finalization and implementation.
Service Requirements
3. Describe your understanding of the scope and objectives of this project.
4. Describe your company’s qualifications and experience maintaining and extending the useful life of the medication packing equipment specifically listed in the Equipment Inventory through routine preventive maintenance and prompt repairs. Comment by Huntley, Hayley: Comments (Recommendation):
Consider adding a line about how the Consultant provides a facility specific approach to their process, since this project involves several facilities.
5. Describe how you will apply a facility‑specific approach that accounts for differences in equipment configuration, operational workflow, and site‑level requirements.
6. Describe how your solution will ensure data integrity, traceability, and compliance with federal and state pharmaceutical regulations.
7. Architecture and Hosting Please provide evidence of compliance with NIST 800‑53 (current revision), indicate whether GovRAMP authorization applies, and supply current incident response and business continuity/disaster recovery documentation. Describe your proposed system architecture and confirm commitment to provide a full architecture deliverable.
Data Exchange, APIs, and Managed File Transfer Please describe your plan to support secure data exchange using State‑standard tools including MuleSoft and GoAnywhere MFT. Include an interface inventory, security posture, and confirmation that no external file‑sharing solutions (Dropbox, Box, Google Drive) will be used without prior State authorization.
Access Indiana Single Sign-On (SSO) Please confirm your solution’s ability to integrate with Access Indiana SSO. Describe feasibility, timelines, required prerequisites, and any technical constraints.
AI Readiness and AI Use Disclosure If the proposed solution includes any AI‑enabled features, please disclose all AI capabilities, data flows, model dependencies, and alignment with AI readiness and governance policies (OCDO/CPO/MPH). Include any required documentation to support State review.
8. Describe how you will provide all necessary consumables and software updates to support uninterrupted and accurate packaging operations with the medication packing equipment detailed in the Equipment Inventory.
9. Detail how you will deliver hands-on training and clear documentation to empower pharmacy, information technology, and/or maintenance staff regarding the proper use of the software and equipment listed in the Equipment Inventory.
10. Confirm your company’s commitment to respond to all service requests within one (1) business day.
Describe how you will schedule all preventive maintenance visits within 30 business days of request.
11. Describe how your company will ship consumables within five (5) business days of order acknowledgement.
12. Describe how your company will resolve Priority 1 (critical) failures within 24 hours.
Delivery & Facility Coordination
13. Confirm your commitment to ship all consumables specified in the Rate Chart in Exhibit 2 within five (5) business days of order, with no minimum purchase required.
14. Describe how you will ensure all items are sealed, labeled with lot numbers, meet manufacturer specifications, and comply with applicable safety standards.
15. Describe your plan to conduct annual on-site visits at each facility in accordance with manufacturer guidelines.
16. Detail how your company will perform calibration, lubrication, mechanical inspections, barcode scanner checks, and software diagnostics.
17. Detail how your company will replace filters, belts, and other wear items as recommended in the manufacturer’s preventive maintenance checklist at no additional cost.
18. Describe how you will provide and renew appropriate software licensing for hospital equipment, ensuring access to the latest available version.
19. Describe how you will coordinate installation of software updates within 30 calendar days of State approval.
20. Describe how you will provide initial installation or re-installation of equipment modules as requested.
21. Describe how your company will deliver one (1) day of on-site training per facility, covering daily operational procedures, preventive maintenance tasks, basic troubleshooting and emergency shutdown protocols.
22. Explain how you will provide professionally designed and up-to-date user manuals, standard operating procedures, quick-reference guides, and training completion certificates.
23. Detail how you will demonstrate five (5) consecutive, error-free packaging cycles.
24. Detail how you will validate data traceability: scan barcodes end-to-end and verify database entries.
25. Confirm your commitment to submit a signed Acceptance Certificate prior to invoicing for installation fees.
Emergency Response & Repairs
26. Detail how your company will ensure that Priority 1 (critical) failures will be resolved within 24 hours.
27. Detail how your company will provide immediate telephonic diagnostics upon notification and escalate to on-site corrective maintenance if unresolved within two (2) hours.
28. Describe how you will supply and install approved replacement parts at mutually agreed pricing.
Documenting & Reporting
29. Explain how you will provide maintenance logs detailing preventive, corrective, and emergency maintenance performed at the completion of each site visit.
30. Explain how you will provide Installation Notices for new equipment, confirming successful acceptance testing.
31. Explain how you will provide delivery logs for hardware and consumables, linked to billing documentation.
32. Explain how you will updates on any corrective actions taken.
Deliverables & Key Performance Indicators (KPIs)
33. Describe how your company will meet the Consumables Supply KPIs requirements.
· Consumables must be shipped within five (5) business days of order acknowledgement.
· All items must be sealed, labeled with lot numbers, meet manufacturer specifications, and comply with applicable safety standards.
· Delivery logs must be linked to billing documentation
34. Describe how your company will meet the Preventive Maintenance & Repair of Packaging Equipment KPIs.
· Preventive maintenance visits must be scheduled within 30 business days of request.
· Annual onsite visits shall be conducted in accordance with manufacturer guidelines.
· Each visit must include equipment calibration, lubrication, inspection, barcode verification, and software diagnostics.
· Replacement of wear items shall be provided at no additional cost to the State.
· Priority 1 (critical) failures must be resolved within 24 hours. Immediate telephonic diagnostics shall be provided upon notification, with escalation to on-site corrective maintenance if unresolved within two (2) hours.
· Provide maintenance logs detailing preventive, corrective, and emergency maintenance performed at the completion of each site visit.
35. Describe how your company will meet the Software Licensing & Updates KPIs.
· Maintain current licensing for all covered equipment.
· Install approved software updates within 30 calendar days of State approval.
36. Describe how your company will meet the Training & Development KPIs.
· Provide one (1) day of onsite training per facility.
· Training must include instructions on daily operations and preventive maintenance procedures.
· Provide professionally designed and up-to-date user manuals, standard operating procedures, quick-reference guides, and training completion certificates.
37. Detail how your company will provide Optional Equipment Replacement at the State’s Discretion.
· Contractor shall offer the State the option to buy new Auto-Print Plus (115V) 2.0 or the most current equivalent model at a fixed cost, inclusive of all applicable installation, training, and shipping and handling fees for each machine. This option may be exercised at the State’s discretion during the contract term.
· Must include software licensing, training, and acceptance testing.
· Acceptance testing shall consist of five (5) consecutive error‑free packaging cycles, validated barcode traceability, and signed Acceptance Certificate prior to invoicing.
Equipment Inventory & Locations
38. Confirm your commitment to servicing all assets listed in the Equipment Inventory & Locations table. Additionally, verify your ability to provide new equipment and related services for Logansport State Hospital (1098 S. State Rd. 25; Logansport, IN 46947) should requirements arise during the contract term.
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